Print security now forms a critical part of modern IT infrastructure. Today’s printers and multifunction devices (MFDs) operate as fully networked endpoints. They run operating systems, process sensitive information, and connect directly to cloud services. Because of this, organisations must secure them with the same level of control applied to servers, laptops, and mobile devices.
Since 2019, the UK National Cyber Security Centre (NCSC) has advised organisations to include printers within their cyber security frameworks. In addition, the UK GDPR requires businesses to apply appropriate technical and organisational safeguards to protect personal data. Therefore, any printed document containing personal, financial, or health information falls within regulatory scope.
Why Print Security Matters
Many organisations still overlook printers during risk assessments. However, these devices handle confidential data every day. Without structured controls, print environments expose organisations to unnecessary risk.
In practice, print security risks fall into three main areas:
- Data in transit – print jobs moving across the network
- Data at rest – documents temporarily stored on device drives
- Physical output exposure – unattended documents left in trays
Fortunately, modern secure printing solutions address each of these areas directly.
Cloud Print Security and Modern Infrastructure
Over the past decade, organisations have reduced reliance on traditional print servers. Instead, many now adopt cloud or hybrid print environments. Microsoft introduced Universal Print in 2020 as part of Microsoft 365. This service removes the need for on-premise print servers in supported environments and integrates directly with Azure Active Directory.
To protect data in transit, organisations typically use TLS 1.2 or TLS 1.3 encryption. In addition, IPPS (Internet Printing Protocol Secure) encapsulates print jobs within encrypted HTTPS sessions. As a result, network interception becomes significantly harder.
At the device level, enterprise printers frequently support encrypted internal storage. Consequently, stored print jobs remain protected even if hardware is accessed directly.
Secure Printing with PaperCut
PaperCut delivers print management software designed to improve control and reduce document exposure. Organisations deploy PaperCut MF in server or private cloud environments. Alternatively, they use PaperCut Hive as a cloud-based solution with local edge processing.
Both platforms support secure print release. Users send documents to a protected queue. They then authenticate at the device before the printer produces the job. This approach removes the risk of unattended output.
Authentication methods typically include:
- PIN codes
- Proximity or smart card readers
- Username and password login
- Integration with Active Directory or Azure AD
In addition, PaperCut generates detailed audit logs. Administrators can review who printed a document, when it was released, and which device produced it. Consequently, organisations strengthen governance and improve traceability.
HP Secure Print and Device-Level Protection
HP integrates security controls directly into many Enterprise and Managed MFDs. These features focus on device integrity, firmware validation, and secure job handling.
Key protections on supported HP devices include:
- Encrypted internal storage
- Secure boot and firmware validation
- Runtime intrusion detection
- Automatic firmware recovery
- PIN or badge-based job release
Together, these controls strengthen device resilience. When organisations combine them with secure print release software, they create a layered print security strategy.
| Security Feature | Purpose |
|---|---|
| Secure Print Release | Prevents unattended document exposure |
| TLS Encryption | Protects data during transmission |
| Encrypted Hard Drives | Protects stored print jobs |
| Audit Logs | Provides traceability and reporting |
| Firmware Validation | Detects unauthorised modification |
Best Practices for Print Security
Strong print security requires alignment with broader IT governance. First, include printers within asset inventories. Next, apply firmware updates as part of routine patch management. Finally, integrate authentication controls with central identity systems.
Organisations should also:
- Enable secure print release on shared devices
- Disable unused ports and legacy protocols
- Segment printer networks using VLANs where appropriate
- Monitor and review audit logs regularly
Future-Proofing Your Print Environment
Printers remain permanent components of business infrastructure. As hybrid working expands and cloud adoption continues, organisations must treat secure printing as a core cyber security function. By implementing encryption, authentication, firmware protection, and monitoring controls, businesses reduce risk across their print environment.
Ultimately, solutions such as PaperCut and HP Secure Print provide structured technical safeguards. When organisations integrate these tools with wider IT policies, they strengthen overall security posture.
FAQs
What is print security?
Print security refers to the technical and organisational controls that protect documents, print jobs, and printing devices from unauthorised access.
How does secure print release work?
Secure print release holds documents in a protected queue until the authorised user authenticates at the device.
Is cloud printing secure?
Cloud printing can operate securely when organisations configure encryption, identity integration, and device hardening correctly.
Do printers store data?
Many enterprise printers contain internal storage that temporarily stores print jobs. Encryption and automatic deletion features reduce exposure.
Should printers be included in cyber security audits?
Yes. Printers operate as network endpoints and should be included in vulnerability management and compliance reviews.
